How to Create and Send an Invoice in BreezeDoc

Create a BreezeDoc invoice with line items, discounts, and payment terms, then email it or share a link so your client can pay by Stripe or PayPal.

Prerequisites

• Plan: invoicing is available on every plan (Free, Individual, and Agency)
• Online payments (optional): connect Stripe (Individual or Agency Plan) or add your PayPal email (any plan) in Settings → Payments
• Client details: the client's name and email address

First-Time Users

Before your first invoice, the Invoices page shows "Create your first invoice". Click Create new Invoice to start.

What is BreezeDoc Invoicing?

• Line items and discounts - quantities, prices, and an optional flat or percentage discount
• 150+ currencies
• Payment terms - Due on Receipt, Net 15, Net 30, Net 60, Net 90, or a custom date
• Online payment - Stripe (cards) and PayPal
• Email or link - email the invoice or copy a link to share yourself
• Tracking - an activity page and payment records for each invoice
• PDF - download any invoice as a PDF

Creating a New Invoice

Step-by-Step: Create an Invoice

1. Click Invoices in the top menu, then Create new Invoice.
2. Under Invoice Settings, set the Invoice title (for example Invoice, Tax Invoice, or Proforma Invoice), an optional Invoice number, and the Invoice date.
3. Under Customer Details, enter the Customer name and Email address, and choose the Currency (type to search).

4. Add your Line Items (next section).
5. Under Payment Settings, pick Payment terms - the due date is calculated for you - or set Payment due directly.
6. Turn on the online payment methods you want (see Payment Methods).
7. Under Additional Details, write the Invoice description (required; it appears at the top of the invoice) and an optional Footer note, for example payment instructions or a thank-you message.

Your business details on the invoice come from your account - use Edit in Settings on the invoice page to add them.

Adding Line Items

1. Each line has a Description, Qty, and Price; the Subtotal is calculated for you. Type prices normally, for example 150 or 150.50.
2. Click + Add details under an item to add a longer note, and − Remove details to hide it.
3. Click Add line item for each additional product or service.

Adding a Discount

1. Click Add discount.
2. Enter a label (for example "Early payment"), choose the type - a flat amount or a percentage - and enter the amount.
3. The discount shows as its own line above the total. Remove it with the remove button next to it.

Payment Methods

Online Payment Methods

• Stripe - card payments. Connect it in Settings → Payments with Connect with Stripe (Individual or Agency Plan).
• PayPal - enter your PayPal email in Settings → Payments and click Save (any plan).

Turning Payment Methods On

1. Under Online payment methods, switch on Stripe, PayPal, or both.
2. Each shows Connected, or Connect account if you still need to set it up.
3. Your client can then pay from the invoice link.

Note: If no online payment method is on, clients can view the invoice but not pay it online. For bank transfer, cash, or check payments, put the instructions in the Footer note and record the payment yourself (see below). See How to Accept Card Payments on Invoices with Stripe and How to Accept PayPal Payments on BreezeDoc Invoices.

Saving and Sending Invoices

Save Without Sending

Click Create invoice (or Update invoice when editing). You see "Invoice saved successfully!" and the invoice stays a Draft.

Create and Send

Click Create and send (or Send for a saved invoice). BreezeDoc emails the invoice to the customer and shows "Invoice sent successfully!".

Share a Link Instead

Click Copy link at the top of the invoice to get a link your customer can open to view and pay the invoice - no email is sent. Click Download PDF for a PDF copy.

Managing Invoices

The Invoices List

• Each invoice shows the customer, status, due date, and amount, with Send or Resend next to it.
• Use the Search box to find an invoice.
• The More menu has Edit, View, Download, Copy link, Activity, Record payment (unpaid invoices), Duplicate, and Delete.

Invoice Statuses

• Draft - saved, not sent yet
• Sent - emailed to the customer, not paid
• Paid - a payment has been received or recorded

Editing an Invoice

• Open More → Edit, make your changes, and click Update invoice.
• Editing does not email the customer - click Send to send the updated invoice.
• After a payment, the invoice's line items and amounts can no longer be changed.

Recording a Payment Yourself

For payments made outside BreezeDoc, open More → Record payment and enter the Payment reference, Amount, Payment date, Payment method (Stripe, PayPal, Bank Transfer, Cash, Check, or Other), and optional Notes. More in Invoice Payments: Online, Recorded, and Tracking Activity.

Duplicating and Deleting

• Duplicate creates a copy you can edit and send to someone else.
• Delete removes the invoice after you confirm.

Tracking Invoice Activity

1. Open More → Activity.
2. See each event - Sent, Viewed, and Paid - with its date, recipient, and View Metadata (IP address and browser).
3. Click Download to save the activity log.

Note: BreezeDoc no longer records when an invoice email is opened; Viewed shows when the customer opened the invoice.

Invoicing a Document Recipient

On the Documents page, click Invoice next to a recipient to start an invoice for that person.

Best Practices

• Clear line items - describe exactly what you are billing for.
• Payment terms - pick terms (for example Net 30) so the due date is set for you.
• Offer online payment - switch on Stripe and PayPal where you can.
• Use the footer note for bank details, terms, and a thank-you.
• Follow up - check the Activity page and click Resend as the due date approaches.

Troubleshooting

I cannot find the button to create an invoice

• Click Invoices in the top menu; the button is Create new Invoice.

Stripe shows "Connect account"

• Go to Settings → Payments and click Connect with Stripe. Connecting Stripe needs the Individual or Agency Plan.
• Return to the invoice and reload the page.

PayPal shows "Connect account"

• Go to Settings → Payments, enter your PayPal email, and click Save.

My client did not receive the invoice

• Check the customer's Email address, and ask the client to check spam or junk.
• Click Resend on the Invoices page, or use Copy link and send the link yourself.

I cannot change an invoice's amounts

• Invoices that have received a payment are locked. Duplicate the invoice to make a new one.

Still stuck? Email support@breezedoc.com.

Frequently Asked Questions

Is invoicing available on the Free Plan?

Yes. You can create and send invoices on every plan. Online card payments through Stripe need the Individual or Agency Plan; PayPal works on every plan.

What currencies are supported?

More than 150, including USD, EUR, GBP, CAD, and AUD. Choose one under Currency.

Can I edit an invoice after sending it?

Yes, until it receives a payment. Editing does not notify the client - click Send to send the update.

Do clients need a BreezeDoc account to pay?

No. They open the invoice from the email or link and pay without an account.

Need more help? Contact our support team at support@breezedoc.com - we are here to help!